Free template
Free Work Order Template
A work order is the field crew's source of truth: who, where, what work, what parts, how long, and proof it was done. This free work order template keeps the job clear from dispatch to completion and gives you a signed record at the end. Download it as Word or PDF, or copy it into Google Docs, and hand it to your tech.
Click any field to fill it in. Line-item totals, discount and tax update automatically, and your work is saved in this browser as you type. Draw your signature at the bottom, then print, download, or copy.
| WO # | |
| Date | |
| Scheduled |
| Item | Qty | Cost | |
|---|---|---|---|
How to use this work order template
- 1
Fill in the work order number, date, and schedule, plus the client and job address.
- 2
Assign the technician and set the priority so the crew knows what matters.
- 3
Describe the work and any access notes clearly. Add reported problems so the tech is not guessing on site.
- 4
Log materials and time on site so the job can be invoiced accurately afterward.
- 5
Get the customer's signature at completion. It is your proof the work was done and accepted.
What a work order should include
- A work order number and date
- The client, service address, and contact
- The assigned technician and job priority
- A clear description of the work and access notes
- Materials, parts, and quantities used
- Time started, completed, and total hours
- A customer signature confirming completion
Common work order mistakes to avoid
- Vague job description that leaves the tech guessing
- No materials or time logged, so the invoice is wrong
- Missing the customer signature, your proof of completion
- Paper forms that never make it back to the office
- No priority set, so urgent jobs sit behind routine ones
What happens after you send it
A work order does its real work after it leaves your hands, and that part is not on the document.
The signature at completion is the whole point of the paperwork
Everything before it describes intent. The signature records that the work was done and accepted, and it is what you reach for when a customer says weeks later that something was missed. Collected on the spot it takes seconds, and reconstructed afterwards it is impossible.
What the technician wrote down is the only record that survives
Memory of a Tuesday call is gone by Friday, and the person who attended may not be the person who takes the follow-up. Notes about what was found, what was left undone and what the customer said are what stop the next visit starting from nothing.
A completed work order is an invoice waiting to be raised
The gap between finishing a job and billing it is where money is lost, because the details needed to bill accurately are freshest on the day. Work orders that sit completed but unbilled for a fortnight get invoiced from memory, and memory undercharges.
Stop filling in templates
Paper work orders get lost, smudged, and never make it back to the office. Smarfle dispatches digital work orders to your techs' phones with job details, checklists, photos, parts, and time tracking, captures a signature on site, and turns the completed job into an invoice in one tap. For repeat customers, it auto-creates the next work order on a schedule, so you never fill one in by hand again.
Frequently asked questions
What is a work order?
What should a work order include?
What is the difference between a work order and an invoice?
Who signs the work order, and when?
Is there a better way than paper work orders?
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